Sharing your Business Profile Information

As a supplier, you can share all or specific sections of your Business Profile with a selected customer or multiple customers. 

For more information, see Create and Manage Your Business Profile.

When you send your Business Profile, you are asking the recipient to accept the information you are sending, which will override their records of the information. Your customers can:

• Receive an email notification to approve your Business Profile submission.
• Approvers can view a table that compares the values in their records with the information provided by you (the supplier). If the values are different, they are highlighted in yellow.
• Accept or decline the incoming changes of information in their records or decline all changes.

As a supplier, when you send a Business Profile you can perform the below:

• Share all or specific sections of your Business Profile with 
  • a selected customer, 
  • or multiple customers.
• See the Business Profiles shared with them by selecting the View Submission option.
• See the status of the request if it was accepted or rejected by the customer.
  See the Business Profile Sharing Status section below. 
• See all requests sent in the Business Profile > Profile Submissions page. 
• Cancel submissions and share again if you want to correct information.

You can share your Business Profile through the CSP, or a customer can request the information from you. The following sections describe how to share your business profile in both scenarios. 

Prerequisites

Before sharing your Business Profile with a customer:

• You need to be linked to the customer in the CSP.
  For more information, see Create and Update Your Customer Profiles.
• Your customer needs to have SIM.
• For you to receive a request for a Business Profile from your customers, your customer needs to raise a request with Coupa Support to activate the Request Business Profile permission. 
• For you to initiate the sharing request, your customer needs activate the Allow Business Profile Sharing from CSP Suppliers permission. 
• Supplier users with the Profile permission can share the Business Profile with their customers.
  For more information, see Manage Users. 
• If you sent a submission that the customer has not approved or rejected, you may receive another request from a different user from the same customer. In that case, you have two options:
  • Cancel the previous submission and send again,
  • or wait for the previous submissions to be approved before sharing. 

Initiate sharing your business profile with customers

As a supplier, you can proactively share all or specific sections of your Business Profile with a selected customer, multiple customers or select a customer’s individual record to update.

To share your Business Profile:

1. Log in to the CSP.
2. Select the Business Profile tab from the top navigation menu. 
3. Select the Share button on the top right corner of the window.
   The button can be gray (inactive) if you do not have a customer to share the information with, or if none of your customers have the Business Profile Sharing functionality activated.
   The window displays the Share Business Profile with Customers flow.  
4. From the Share Business Profile with Customers flow, you can select a single customer to share the information with from the Select a Customer dropdown field.
   You can also select several customers at the same time. If a customer does not have the option enabled, they cannot be selected. 
5. Select the checkmarks next to the sections you wish to share with the customer. You can also mark the Select All button to share all sections, including:
   1. Company Information
   2. Tax Registrations
   3. Contacts
   4. Addresses
   5. Diversity Classifications and Certifications
      
      You can see or hide the contents of each section by using the expand and collapse options in each one.
6. Select the Share button at the bottom right of the window.
   This sends your Business Profile to the customers you selected.
   
   If you try to send a Business Profile to the same customer, or customer record while a previous Business Profile is still pending, you will see a warning on screen.
7. As a supplier, you receive an email once the customer has approved or declined your request. 
   1. Customer users that require to approve the request receive an email when a supplier has sent a Business Profile submission.
   2. Customer users that requested the business profile information get an email notification when the approvers in their account have approved the request. They will not be notified when a submission is declined.
      

Respond to a business information request from your customer

• Customers can request your Business Profile information to update their records directly from Coupa.
• Several customers or buyer users can request information from a single supplier. As a supplier, you can respond to all of the requests in a single flow.
• When a buyer requests the Business Profile information, suppliers are required to share all of the sections of the Business Profile. This is different from when the suppliers initiate the request, where they select different sections to share.

To respond to a Business Profile Sharing request: 

1. Receive a Business Profile sharing request email.
   You can also see the request in your notification bar at the top right of the CSP.
2. Selecting the notification redirects to the sharing modal of the Business Profile sharing feature.
3. From the Share Business Profile with Customers flow, you can select a single customer to share the information with from the Select a Customer dropdown field.
   1. You can also select several customers at the same time.
   2. If a customer does not have the option enabled, they cannot be selected. 
   3. When you receive a request from a customer, the customer will be automatically selected and all the sections will be selected.
      
      1. Company Information
      2. Tax Registrations
      3. Contacts
      4. Addresses
      5. Diversity Classifications and Certifications
         
         You can see or hide the contents of each section by using the expand and collapse options in each one.
4. Select the Share button at the bottom right of the window.
   This sends your Business Profile to the customers you selected.
   
   If you try to send a Business Profile to the same customer, or customer record while a previous Business Profile is still pending, you will see a warning on screen.
5. As a supplier, you receive an email once the customer has approved or declined your request. 
   1. Customer users that require to approve the request receive an email when a supplier has sent a Business Profile submission.
   2. Customer users that requested the business profile information get an email notification when the approvers in their account have approved the request. They will not be notified when a submission is declined.

Business Profile Submission statuses

The following three statuses can appear after a Business Profile Sharing  submission has been made: 

• Submitted:
  When the supplier has submitted their profile but it hasn't been sent to the customer instance yet.
  
• Under Review: 
  The Business Profile Submission is pending approval by the Customer..
• Approved: 
  The customer has validated the information.
  
• Rejected:
  The customer did not accept to make a change in their records with the information provided in the Business Profile. 
  
• Canceled: 
  The submission is no longer valid.